How to get a safe mail

Despite being over 50 years old, email is still, statistically, our preferred way of communicating at work. Mail is a universal and standardised means of communication that works across different providers, platforms and devices. Unfortunately, e-mail is also often a means of data breaches. There has been an increasing focus on having a secure email. A secure email means that you can send and receive email securely. It is about having the right protocols, technologies and work processes that are needed to protect emails against the security threats that exist in relation to emailing. This blog is about how you get a secure email in your company.

Mail has become the most widespread form of communication for companies. This applies both in direct communication to the outside world and in relation to email marketing. A secure e-mail is thus an essential part of any organisation’s security strategy. It is also crucial for companies in terms of complying with data protection legislation. With security threats on the rise, a secure email is a fundamental measure to protect valuable information sent via email, including privacy information.

The GDPR sets requirements for the protection of personal data, also when it is transmitted via e-mail. It is required that personal data is transferred in a secure manner and that appropriate technical and organisational measures are in place to protect personal data against loss, theft or unauthorised access. Here are four areas you should focus on:

1. Email policy: It may be a good idea to have a policy for the use of e-mail that describes how personal data must be transferred via e-mail and what security measures must be taken to protect personal data.
2. Control: Email accounts that contain personal data must be protected by strong passwords and two-factor authentication to ensure that only authorised people have access.
3. Security: Companies must use a secure mail client with security settings that comply with privacy requirements.

Read more about when sensitive data is transferred via email.

It is problematic to get a completely secure email because the Internet is an open system and therefore exposed to constantly new security threats. In order to protect yourself, you should create a basis for getting a secure email – a basis that contributes to complying with the GDPR. We believe this basis should include the following:

1. Use a secure email client: there are also secure email clients you can download and install on your computer or mobile device that allow you to send and receive secure emails.
2. Configure your security settings: you should also configure the security settings of your email account to achieve the best possible security. This includes updating your passwords regularly and avoiding sharing them with others.
3. Use best email practices: It’s one thing to have the right security settings, but it doesn’t help much if you as an employee don’t have good practices for sending and receiving emails.

The latter point in particular creates a major challenge for email as a secure form of communication. Although as a company you have created the technical foundation for having a secure email, you are dependent on the employees having a secure email practice.

An email service that is dedicated to sending email can help you send and receive emails securely. There are several solutions that offer secure email functionality, and the best choice depends on the company’s needs and requirements. Here are some of the most popular email services for secure email:

• Microsoft Office 365: Microsoft Office 365 has a number of security features that make it a secure option for businesses looking to protect their emails. This includes multi-factor authentication and advanced protection features against phishing and malware. Read how to get a secure email in Outlook.
• Google Workspace: Google Workspace (formerly known as G Suite) also offers a number of security features, including end-to-end encryption, spam filtering, and malware protection.
• ProtonMail: ProtonMail is a free email service known for its security and encryption. Emails on ProtonMail are end-to-end encrypted and protected by a strong password.
• Tutanota: Tutanota is another free email service that offers end-to-end encryption. Emails on Tutanota are also protected by a strong password.

How to get a secure mail setup in your mail client:

1. Keep your mail client updated: make sure to keep your mail client updated with the latest security updates to ensure the best possible security.
2. Use a strong password: Make sure you use a strong and secure password for your email account that contains both upper and lower case letters, numbers and symbols.
3. Activate encryption: encryption protects your emails from unauthorised access when sent between devices. Make sure encryption is enabled in your email client.
4. Activate authentication: authentication ensures that only you can access your email account. Make sure authentication is enabled in your email client.
5. Activate digital signatures: digital signatures confirm that emails have been sent by you and cannot be changed during transmission. Make sure digital signatures are enabled in your email client.

Follow these steps to achieve a secure email setup in your mail client and protect your information from misuse.

A secure email practice is essential to protect personal information and avoid data breaches. Many cyber attacks begin with an action taken by an employee that results in a cyber attack on the entire company’s systems. Bad e-mail practices include sharing personal information without request, storing e-mails for too long and clicking on unknown links, etc. To protect personal data and comply with GDPR, employees should be informed about good practices for sending and receiving e-mails or when forwarding mails.

How we can help you

Although email is the most popular form of communication in business, it is a challenge to have a secure email for many reasons. At Safe Onlines, we have developed an application for Microsoft e-mails, ShareSimple. ShareSimple makes it possible to share personal and sensitive data securely in Outlook so that it happens automatically. The program has been developed for small and medium-sized companies, which means that it is simple to install and user-friendly to use. Read more about ShareSimple